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Home My WebLink AboutMINUTES Town Board 2015-12-08Town of Estes Park, Larimer County, Colorado, December 8, 2015 Minutes of a Regular meeting of the Board of Trustees of the Town of Estes Park, Larimer County, Colorado. Meeting held in the Town Hall in said Town of Estes Park on the 8th day of December 2015. Present: Also Present: William C. Pinkham, Mayor Wendy Koenig, Mayor Pro Tem Trustees John Ericson Bob Holcomb Ward Nelson Ron Norris John Phipps Frank Lancaster, Town Administrator Travis Machalek, Assistant Town Administrator Greg White, Town Attorney Jackie Williamson, Town Clerk Absent: None Mayor Pinkham called the meeting to order at 7:00 p.m. and all desiring to do so, recited the Pledge of Allegiance. PUBLIC COMMENTS. Johanna Darden/Town citizen requested the damage on Lot 5, Stanley Historic District caused by the large trucks used for the construction on Lot 4, Stanley Historic District be repaired and a written agreement to re -vegetate the area be established between the Town and Mr. Cullen. She further requested there be no further use of the lot for construction on Lot 4, SHD. TRUSTEE COMMENTS. Trustee Norris commented the Visit Estes Park Board approved the Intergovernmental Agreement with the Town at their recent meeting. The Larimer County Commissioners would hold a public meeting on December 12th on vacation homes. The Bear Task Force held their last meeting of the year. Trustee Holcomb recognized the snowplow crew for their efforts in keeping the roads plowed this season. The Town's pothole truck has filled approximately 1900 potholes at a cost of $32.09 per pothole with a savings of $61,000 in 2015. Mayor Pro Tem Koenig stated the Rooftop Rodeo did not win the mid -size rodeo; however, the rodeo was in the top 5. She thanked the Western Heritage committee for their efforts in 2015 and recognized their commitment to improving the rodeo. Trustee Phipps announced he would not be seeking re-election in April. The Estes Valley Planning Commission would hold a special meeting on December 9th to discuss the Special Review of the Stanley Hotel project on Lot 4, Stanley Historic District; hold its regularly scheduled meeting on December 15th; and the public hearing on vacation homes would not be held and has not been rescheduled. Trustee Ericson stated the Community Development/Community Services meeting for December has been cancelled. The Transportation Advisory Board would meet on December 16th. Trustees Nelson and Ericson would conduct interviews along with Jon Nicholas and staff for the Downtown Plan Steering committee. Mayor Pinkham thanked Trustee Phipps for his service to the Town and his diligent work in representing the citizens of the Town. He encouraged everyone to get involved in the Winterfest chili cook -off and asked the Board to participate. Board of Trustees — December 8, 2015 — Page 2 TOWN ADMINISTRATOR REPORT. The Meter division has been reorganized and the inventory reviewed to save the organization $15,000. Staff has been reviewing the option for online billing and an option has been identified for 2016. The Town has hired a CSU professor to complete a take rate study for broadband services in Estes Park. A statistically valid online survey would be conducted to collect the information needed to complete the study. The Town has received a letter from Mary Banken/Estes Valley Land Trust Executive Director affirming their comfort with the development of a re -vegetation plan by Thomas Hawkinson/Heath Construction to re -vegetate the area on Lot 5, Stanley Historic District damaged by the construction on Lot 4. The re -vegetation efforts would begin later in the spring of 2016. 1. CONSENT AGENDA: 1. Town Board Minutes dated November 24, 2015, and Town Board Study Session Minutes dated November 24, 2015. 2. Bills. 3. Committee Minutes: A. Community Development/Community Services Committee, November 19, 2015. 4. Estes Valley Board of Adjustment Minutes dated September 1, 2015 (acknowledgement only). 5. 2015 Financial Audit Clifton Larson Allen Engagement Letter. 6. Appointment of Reuben Bergsten to the Platte River Power Authority Board of Directors for a 4-year term commencing January 1, 2016 and expiring December 31, 2019. It was moved and seconded (Koenig/Phipps) to approve the Consent Agenda Items, and it passed unanimously. 2. LIQUOR ITEMS: 1. NEW LIQUOR LICENSE - LA CABANA MEXICAN BAR & GRILL, LLC DBA LA CABANA MEXICAN BAR AND GRILL, 165 VIRGINIA DRIVE UNIT 18-1 AND 18-2, ESTES PARK, NEW TAVERN LIQUOR LICENSE. Town Clerk Williamson presented the application stating all necessary paperwork and fees were filed. The application was submitted to the State for a concurrent review. It was moved and seconded (Holcomb/Norris) to approve the New Liquor License for La Cabana Mexican Bar & Grill, LLC dba La Cabana Mexican Bar and Grill, 165 Virginia Drive Unit 18-1 And 18-2, Estes Park, Tavern Liquor License, and it passed unanimously. PLANNING COMMISSION ITEMS. 1. CONSENT ITEMS: A. AMENDED PLAT Portions of Lot 26, Little Prospect Mountain; 531 Highland Lane; Robert Shipman/Owner; Lonnie Sheldon/Applicant. B. RIVERVIEW PINES TOWNHOMES DEVELOPMENT PLAN & AMENDED PLAT, Tract 56B, Replat of Tract 56, Amended Plat of Lot 2, Deercrest Board of Trustees — December 8, 2015 — Page 3 Subdivision & Tracts 56 & 57, Fall River Addition; 1150 W. Elkhorn Avenue; Frederick Kropp/Applicant. Item Continued to January 26, 2016. It was moved and seconded (Holcomb/Koenig) to approve the Planning Commission Consent Items with the findings and conditions recommended by the Estes Valley Planning Commission, and it passed unanimously. 4. ACTION ITEMS: 1. RESOLUTION #24-15 - 2015 SUPPLEMENTAL BUDGET APPROPRIATIONS. Finance Officer McFarland reviewed the supplemental appropriation resolution which allows a municipality to authorize additional money for a specific fund than was originally adopted. The requested supplemental appropriations address both revenue and expenditure difference from the approved 2015 budget. Examples include increase revenue and expenses from flood related reimbursements with nearly half of the $5.1 million in expenses to be restated in the 2016 budget, General Fund due to an increase in sales tax revenues forecasted, a reduction in the Event Center revenues from $490,000 to $75,000, Community Reinvestment increased due to the parking structure revenues, Open Space revenues increased due to the Scott Pond and Hydroplant riverbank restoration grants, increase in sales tax collect for 1A funds, increase revenues for L&P, Water revenues increased to reflect tap fees for Falcon Ridge, Medical fund revenues and expenses decreased, and the IT funds increased revenues due to fiber optic lease. There are eight funds out of 16 funds that have exceeded the original 2015 budget, including the General fund, Community Reinvestment, Conservation Trust, Open Space, 1A funds, Utilities, Medical, and Vehicle Replacement. Approval of the 2015 revisions would leave the General fund with an estimated unrestricted fund balance at the end of 2016 of $2.8 million or 18%. It was moved and seconded (Koenig/Ericson) to approve Resolution #24-15 to amend the 2015 budget, and it passed unanimously. 2. ESTES VALLEY RECREATION AND PARK DISTRICT INTERGOVERNMENTAL AGREEMENT FOR STANLEY PARK AND YOUTH CENTER. Item to be moved to the January 12, 2016 meeting. 3. VISIT ESTES PARK 2016 INTERGOVERNMENTAL AGREEMENT. Assistant Town Administrator Machalek presented the 2016 Intergovernmental Agreement with Visit Estes Park. The Agreement clarifies the relationship between the two entities and identified three major changes including: the Destination Leadership Group would meet quarterly instead of periodically; the Town would formally take responsibility for the management of the brochure rack physical restocking process for 2016; and the Town and Visit Estes Park would meet annually to review the Service Level Agreement currently under development. It was moved and seconded (Norris/Koenig) to approve the 2016 Intergovernmental Agreement between the Town of Estes Park and Visit Estes Park, and it passed unanimously. 4. BUSINESS INCUBATOR EDA GRANT CONSULTANT CONTRACT. The Town and the Estes Park Economic Development Corporation (EDC) issued a Request for Proposals (RFP) to develop a business plan for a business incubator and nine proposals were received. An RFP Review Committee consisting of entrepreneurs, business people, individuals with incubator project experience, Town staff, and EDC staff recommended unanimously ATP Management Company, LLC for the project. The recommendation was approved by the EDC Board of Directors on November 19, 2015. Jon Nicholas/EDC President and CEO reaffirmed the recommendation and stated the references for the company were excellent and the team consists of Board of Trustees — December 8, 2015 — Page 4 highly capable, experienced and knowledgeable individuals. The project is scheduled to be completed by May 2016. It was moved and seconded (Holcomb/Koenig) to authorize the Mayor to sign the consultant contract with ATP Management Company, LLC for the EDA grant to develop a business plan for a business incubtor, and it passed unanimously. 5. ORDINANCE #16-15 MUNICIPAL COURT JUDGE AND CLERK EMPLOYMENT CONTRACTS. The Town completed a comprehensive market study for all positions and made salary adjustments with the exception of the Municipal Court Judge and the Municipal Court Clerk. Per state statute the positions must be paid a salary set by ordinance. In order to effectively determine their salaries staff tracked their time for 2014 and 2015 and found the Judge averages 10 hours per week and the Clerk averages 14 hours per week. Staff recommended both positions be moved to contract employment and to adopt said agreements by ordinance to bring the two positions in line with the Town's current market study and to eliminate the need to set the salaries annually. Attorney White read the ordinance into the record. It was moved and seconded (Koenig/Phipps) to approve Ordinance #16-15, and it passed unanimously. 5. REQUEST TO ENTER EXECUTIVE SESSION: It was moved and seconded (Koenig/Norris) to approve entering into executive session for the purpose of determining positions relative to matters that may be subject to negotiations, developing strategy for negotiations, and/or instructing negotiators, MPEC/Stall Barns and for a conference with the Town Attorney for the purpose of receiving legal advice on specific legal questions regarding Lot 4, Stanley Historic District, and it passed unanimously. Mayor Pinkham called a 5 minute break at 7:55 p.m. and entered into Executive Session at 8:00 p.m. Mayor Pinkham reconvened the meeting into regular session at 9:30 p.m. whereupon he adjourned the meeting. 1Nilliam C. Pinkham, Mayor a` n o a ... ,' r J (ie Williamson, Town Clerk